This phase will involve performing a records inventory. The organization is far too large to undertake a records inventory for the entire company. You will need to make a determination of which program or division or functional area whether that be (a) the narcotic/drugs that you ship/store, (b) the top secret materials that you ship/store, or (c) the toxic or dangerous materials that you ship/store to include in its records inventory. Once you have made that determination, decide which of the managers/personnel previously identified that you will need to contact/interview and work with in order to complete the records inventory for the functional area that your group has selected. It will most likely include more than one of the personnel/departments listed above. As project manager you have decided to collect information using a two-step approach where you first send out survey questions and then once you have received the responses you will follow up by conducting interviews. (a) State whether you intend to focus on the narcotic/drug area, top secret materials for the government, or toxic or dangerous materials/chemicals. (b) Identify which of the above department(s)/areas/units that you will need to survey and subsequently interview, depending on which one of the three functional areas you have decided to focus your attention on. (c) For the functional area that you have selected you want to be able to speak intelligently to the knowledge personnel within that department and ask appropriate and relevant questions. Therefore, you need to do some preparation and brainstorming before making contact with the departments/units that you have identified as essential. To that end, identify (using diagram, table, hierarchy chart, taxonomy, or other form that is most descriptive) the “record types” that you expect are created and maintained in each of the departments/areas/units that you have decided to focus on. Use descriptive names for each record type and tell the type of information that would be retained in each record type. This can be as specific as creating a taxonomy for the record if you should decide to do so (see Appendix A in your text book), or you may conduct research and determine what other structure would be appropriate in order to convey this information. The most effective way to convey this information to me would be in the form of a table that identifies the Record Type, Responsible Department, and the Event that triggers the creation of each record type. [For example, if we were dealing with a health care provider (WHICH WE ARE NOT, I am only using this unrelated example to give you an idea of what I want you to do), an example of a record type that your doctor’s office might keep would be an Insurance Record that would include things like information about the Insurer, information about the patient, information about the insured if different from the patient, information about the plan options and conditions of coverage, information about the insured history of using this insurance in the past and the prior payment record.] [Another example: You will find a record type used on page 172 of your text book to describe a workers’ compensation insurance company’s accident/injury report as part of its record retention schedule.] (d) Develop a Records Inventory Survey Form that you are going to use in surveying the departmental unit(s) you have identified above. The purpose for your survey is to be able to identify the kinds of records (contracts, financial reports, memorandum, invoices, etc.), which department owns the records, which departments access the records, what application creates the record, where the record is stored physically and logically, date created, last changed, whether it is a vital record, and whether there are other forms of the record. You want to be able to use this information to make decisions related to retention and disposal of the records. Explain who will receive the survey and why. The survey will be sent about one month prior to the follow up interviews. This will allow for two (2) weeks to complete and return the survey and two weeks to tabulate and review it, and to tweak your interview questions, depending on the results of the survey. Explain the rationale for the questions that you included in your survey. (e) Develop an initial set of interview questions that you plan to use as a follow up to the initial survey that you drafted in (d) above. (f) Based upon the records you have identified above, develop a record retention schedule and for the record types. Include in this the method of destruction when the record is marked for destruction. Explain whether you are going to use event-based retention for any of your record types and if so why, and identify the triggering event. For this question, you need to discuss the legal requirements and compliance considerations.
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